Leadership and Management Assignment: Meeting Agenda and Plan

This report details a comprehensive meeting agenda and plan for Bytes Computer, an IT supply company, focusing on problem-solving to address increasing costs and improve operational efficiency. The report outlines the purpose, type, and location of the meeting, along with the attendees, including internal and external stakeholders. It provides a structured agenda with specific timings and presenters for each item, such as opening remarks, discussion of the issue, and decision-making. Furthermore, the report includes a meeting plan with pre-meeting, meeting, and post-meeting activities, along with budget details and OHS/privacy considerations. It also presents a meeting requirements form, covering seating arrangements, video conferencing, and supporting materials, as well as a meeting preparation action plan detailing responsibilities and deadlines. Finally, the report includes a plan to conduct the meeting, including a call to order and other steps.

Leadership and
Management

Table of Contents
Assessment Task 1: Develop a meeting Agenda........................................................................3
Background..............................................................................................................................3
Assessment Task 2: Plan and manage a Meeting........................................................................6
Distribute the agenda...............................................................................................................6
Meeting plan............................................................................................................................7
Meeting requirements form template.......................................................................................9
Meeting preparation action plan template..........................................................................12
Conduct the Meeting..........................................................................................................13
Signed attendance sheet.....................................................................................................14
Assessment Task 3.....................................................................................................................17
REFERENCES..........................................................................................................................19

Assessment Task 1: Develop a meeting Agenda
Introduction
Purpose of agenda for the company is to ensure what are the issues that will be
addressed in the meeting. This clarifies the issue to be discussed in the meeting and meeting
involves all the important concern. Purpose of the meeting at Bytes Computer is to address
issues regarding how they can become more effective and efficient by reducing waste, time
and resources. This is mainly concerned with improving working and increasing effectiveness.
This is importantly affected by waste of time, resources and material waste because this
increase cost and reduces effectiveness of operations. Meeting ensures that all people and
department can become part of the discussion and decision making. One of the important
aspect of this is that employees of the department can give their input for improvement in
process.
Background
The company being discussed here is Bytes Computer which is an information
technology supply company and has retail outlets in across Australia. Company is not limited
to these and has online stores where customers can place and track their orders along with this
Bytes Computer also supply IT products to business organizations across Australia. Head
office of the company is located in Melbourne and company has completed 10 years of its
establishment and operations. Important people in the company its top management consist of
Chief Executive Officer, Chief Financial Officer and Operations Director. There are some
departments in the company which are research and development (involves in activities of
research for the company and developing new and enhanced products for the customers),
Support department (provides support to customers regarding their products and other
queries), Administration department (look after administration of the company), Human
Resource Department (carry out all the operations and activities regarding human resources of
the organization), Marketing Department (carry out all the activities regarding marketing and
promotions of the company). Other than top management, management hierarchy at Bytes
Computer also involves department managers of all department of the company and assistant
managers of all department managers. Policies and procedure regarding conduct of the
meeting and privacy of the meeting and discussion carried out in the meeting has been
established by board of directors. One of the issue which is being faced by the company is
increased cost of the company and this is negatively affecting profit margin of the company.
This issue requiring discussion and make proper and effective decision about the process
through which cost of the company can be reduced. For this purpose meeting is being held at

the Town Hall, Melbourne where head office is located. This meeting will include important
people who are directly associated with the production and operations activities and those
whose interest gets affected by this. The agenda for meeting and its plan has been discussed in
the report.
Body of report
Type and Purpose of meeting
The type of this meeting is Problem-Solving meeting. Problem-Solving meeting can be
defined as meeting which includes discussion over specific issues and later these issues are
discussed and solved in the meeting.
Purpose of this meeting is to address the problem for effective and efficient working
and reduction in wastage, time and resources. This is being addressed because of the problem
which is being faced by the company in form of increasing cost of the company.
Meeting Location or Venue
Town hall, Melbourne, Australia this location has been selected because head office of
the company is at Melbourne. Number of people supposed to present at the meeting required
that meeting is held at outside office of Bytes Computer.
Meeting attendees/invitees
Mainly people who are directly associated with operations of the company and those whose
interest is related to the meeting and issue being discussed at the meeting will be invited for
the meeting.
Internal people of the organization who will be invitees of the meeting are;
 All the employees of the project departments
 Manager
 Leaders (Chief executive officer, Chief financial officer and Operations Director)
 Business associates
External People of the organization who will be invitees of meeting are;
 Stakeholders
 Investors
Agenda Items and activities
 Addressing the issue
 Discussion about the issue
 Inviting inputs from attendees of meeting
 Decision making

 Declaration of the decision
Meeting agenda
DATE: 6 June 2020 MEETING
TITLE: To became more efficient and effecting
by having the reductionin time ,
resources and wastage.
TIME: 9.00 AM ATTENDEES:
All the employees of the project departments
Manager
Leaders
Business associates Investors
Stakeholders
LOCATION: Town hall
Melbourne,
Australia
CHAIR: Mr. James
MINUTE-TAKER: Mr. Jack
Meeting preparation
PLEASE READ: Present production process of Bytes Computer and about new concepts
of production
PLEASE BRING: Notepad and pen
Meeting structure
ITE
M
TOPIC PRESENTER DURATION
1 Open meeting Chair 15 min
2 Objective of meeting Chair 15 min
3 Apologies Chair 5 min
4 Approve minutes of previous meeting Chair 20 min
5 Action from previous meeting Chair
1 Planned actions Speaker 10 min
2 Actions executed Speaker 10 min
6 Agenda items
1 Addressing the issue for which meeting is
held
Chair 10 min
2 Discussion about the issue and what
required to announce and organize meeting
or reason for which the issue is being
discussed in this meeting
Chair 30 min
3 Taking inputs from attendees and
clarifying the inputs to make everyone can
understand
Speaker 20 min
4 Arriving at conclusion on the basis of
problem and inputs of the attendees and
making decision
Chair 30 min

5 General declaration of decision taken Speaker 10 min
7 Any other business Interested parties 15 min
8 Arrange next meeting Chair 10 min
9 Close meeting Chair 5 min
Assessment Task 2: Plan and manage a Meeting
Part A.
Develop a Meeting Plan
Distribute the agenda
Draft of the invitation letter to attendees for meeting.
Bytes Computer
Melbourne, Australia
Dear employees,
You all are invited to attend the meeting which is being hosted by the HR departments of
the company regarding the preparations for reducing the time, waste and resources of the
company. This can be done by implementing the effective strategies with effective
training. This have the purpose to make the employee and company more level effective
and efficient intermsof optimizing the resource, valuable time and reduction waste.
Purpose of the meeting
To provide the overview of the projects
Reviews the purposes andidentify the respective need
To analysis theareas for improvement andadditioninput form employees.
We hope you will al join us .

Meeting plan
Meeting date – June 6, 2020Person in charge
Before the meeting HR manager
Room arrangement
Material and equipment
Gathering planning manager
Greeters
Pre-opening activity
Opening ceremony planning manager
Reorganization
The leader
Manager
Specific purpose
Attendee awards
Closing
Announcements
Closing ceremony
After the meeting
Refreshments
clean up
Cost of meeting
expenses cost £
venue
hall 50
furniture 10
rental equipment’s 10
decoration 20
signage 2

refreshments
food 15
drinks 10
others 8
programmed
presenters 10
performers 17
staff 10
performer accomodation 4
promotion
paid advertising 10
web development 8
special offers 15
miscellanous
name tags 5
printed ages 7
swag 5
others 4
totl cost 220
• OHS and privacy issues
The company have the deleing the already level of the information’s which are related to the
client services managements, the meeting is regarding the development of agenda
tohavetheprotections thepolicy information which is collecting he gold andadministration in
perfect manner. There will be collecting of the information’s whicharerequired of the
primary functions byinforming all stakeholders and the person consents. There will be
discussion as Store personal information securely, protecting it from unauthorised access.

Meeting requirements form template
Meeting Requirements Form
Chairperson Mr. James
Department Projects departments
Meeting name To became more efficient and effecting by having the
reductionin time , resources and wastage.
Meeting details
Date 10 June, 2020 Time 9 .00 am
Location Town hall
Melbourne,
Australia
Budget 220 pound
Meeting format
Purpose To became more efficient and effecting by having the reduction in
time , resources and wastage.
Agenda To have the proper level of implementation of the employees
regarding the making and individuals goals along with firm
perspective in perfect manner
Participants Internal
All the employees of the
project departments
Manager
Leaders
Business associates
External
Investors
Stakeholders
Speakers The intributions will be doe by the manager of human resources
department which is being followed by the training leader to hold
and understate the activity in perfect manner

Seating arrangements The seatingarrange will be done as per the teams to relate the
efficiency in the team work around the roundtable.
Video or
teleconference
requirements
There will be inclusions of the high video conferencing to
interduce the agenda in more perfect manner to create
betterpreserving and understanding in employee.
Supporting materials
Pre-reading Before the annual meeting , there will be distributed of the notes
regarding to the meeting activity
Meeting
documentation
Agenda
Attendance sheet
Glossary of terms and acronyms
Code of ethics/codes of conduct
Previous minutes
Taking notes (Minutes)
Attachments to minutes
Presentation papers
Action sheets
Weekly Progress Report
Equipment
requirements
Google Docs
OneNote
Agree do
Less Meetings
Minutes.io
Meetingburner
Hospitality requirements
Catering requirements Breakfast Catering which have the inclusion of Muffin Mania,
with a Crispy Bacon and Egg Muffin.
Morning/Afternoon Tea Catering with including our Mini
Medley, with a Biscuit Platter, Mini Scones with Jam and Cream,
Caramelized Onion.
Lunch Meeting Catering with with a full spread from Chez Nous
Corporate.
Accommodation
requirements
Choose well-lit and easily accessible meeting rooms.
a meeting room with good acoustics and an auxiliary sound
system, if possible.
Other requirements
Special needs of
attendees
There is the need for the actualization for the innovative ideas
and knowledge which can be bringing the backs for
implementing in the organization.

Other organizational
requirements for
conducting meetings
Send Notice to All Participants.
Conducting an Organizational Meeting
Prepare Minutes of Meeting
Applicable
conventions for
conducting meetings
a chairperson has been designated
● a meeting invitation is sent to all required participants
in an appropriate format and a timely fashion:
- generally via email
- at least 24 hours prior for standard meetings, at least
one week prior where training or extensive preparation is
required
Legal and ethical
requirements for
conducting meetings
Honor the person you are meeting with.
Respect their time and attention.
Respect them as a person.
Be honest.
Be fair.
Other specific
requirements
The agenda filename includes the meeting type and
Date.
The meeting minutes filename includes the meeting
type and date.
Sending an email to all participants advising them:
- that the minutes are now available and providing a
filepath to the document on the serve
Meeting preparation action plan template
Meeting preparation action plan
Meeting name: This have the purpose to make the
employee and company more level
effective and efficient in terms of
optimizing the resource, valuable time
and reduction waste.
Meeting date: 20 june
Chairperson/host: Mr James Howards
Action required By whom By when

Proper preparing of
the meeting budge Manager Prior 10 days of
meeting
To have the
preparation of
logistic and
hospitality
requirement
Project manager Prior 10 days of
meeting
To have management
of budget Cost manager Prior 10 days of
meeting
Looking after the
catering services Project manager Prior 4 days of
meeting
Managing of the
meeting items Project manager Prior 10 days of
meeting
To have the
conducting of
effecting meeting
HR manger On the day of meeting
Take the proper
level of reviewing
the strategies Project manager On the day of meeting
Resolving the
conflict and taking
the feedbacks
Project manager On the day of meeting
Closure He manager On the day of meeting
Assessment Task 2: Plan and manage a Meeting
Part B.
Conduct the Meeting
Step 3 Call meeting to order “Good morning team, as Chairperson of today’s meeting, I
would like to call this meeting to order”.